In This Section

No​tice of Account End Date

If your project is ending, the following steps should be taken in order to ensure an orderly closeout:

Submit requisitions in a timely manner so that all materials and supplies can be received and used on the project by the end date. Auditors are likely to disallow post-term or retroactive cost transfers on expired accounts.

Check all encumbrances for validity. Invalid encumbrances should be cancelled.

Request LPL Payroll Representative to remove all payroll encumbrances by the term date.

Notify LPL Business Office to change/remove account numbers for long distant charges and copy codes

Final Reporti​ng Requirements

Final Technical Report - NASA, Department of Defense (Navy, Air Force, Army and DARP) and Space Telescope Science Institute have a requirement for Final Technical and Progress Reports. The PI is responsible for preparing and submitting all required technical reports and deliverables to the sponsor, per the agreement. Final Technical Reports must be completed and submitted to the sponsor AND also to the Office of Navel Research (ONR) within ninety (90) days of the term date. Failure to submit the reports can result in lost funding for your self and your colleagues in the Lunar and Planetary Laboratory as well as other University of Arizona departments. Delinquent reports can reflect negatively on the quality of your research and often lead to the involvement of the Head of the Lunar and Planetary Laboratory as well as the Vice President for Research and Graduate Studies.

If you are not able to complete the Final Technical Report within the 90 days you need to request a time extension from the sponsor and submit the request through the Lunar and Planetary Laboratory Business Office. Time extensions must be submitted prior to the term date of the award.

NASA and DoD have delegated to the Office of Naval Research (ONR) the administration of their award to you. A copy of your Final Technical Report is required to be submitted to the LPL Business Office, Doug Hilyard, Sponsored Projects Administrator and ONR. You must submit the report to:

The Air Force Office of Scientific Research (AFOSR) shares administrative over site on AFSOR awards with the Office of Naval Research. Both the AFOSR and ONR must receive a copy of the Final Technical Report. You must submit the report to Renee Luna (see above) and to:

The Space Telescope Science Institute (STSI) – Grantee shall submit the final report within ninety (90) days of the end of the grant period, to the Grants Administration Office via the electronic Grants Management System (GMS)

Inventio​n Reports

NASA, Department of Defense (Navy, Air Force, Army and DARP) and Space Telescope Science Institute each require a final invention report. By e-mail, Sponsored Projects Services will send to the Principal Investigator and the Lunar and Planetary Laboratory Business Office the appropriate invention report form. The e-mail includes completion and return instructions. You need to complete and return the form to the LPL Business Office as soon as possible for processing. Sponsored Projects Services will obtain the signatures from the Office of Technology Transfer and mail the report to your sponsor and the Office of Technology Transfer.

Requesting a No-Cost Extension

If a PI needs additional time to complete a project, a no-cost extension can be requested. Identify the project number PI name and the period of time you are requesting along with a brief description of what will be accomplished during the extension period (research related justification).

If the project is issued under the terms of the Federal Demonstration Partnership (FDP), the University of Arizona can approve a one-time no-cost extension up to twelve months automatically. One-time no cost extension should be submitted in writing through the LPL Business Office.

Sponsors may require the request for a no-cost extension be submitted on-line. Please check sponsor regulations prior to submitting a written request.

Requesting a Grant Transfer to a New Institution

The requirements for transferring a grant to a new institution vary by sponsor. The PI should consult with the Business office well in advance of the anticipated transfer date to ensure a smooth transaction. Please check the individual sponsor’s policy manual for specific instructions.

All grant transfer requests must have the written approval of the Director or Department Head and then forwarded to Sponsored Project Services for institutional countersignature.

The written requests should include the name of the new institution and the effective date of the transfer, an estimate of the unexpended balance that will be relinquished as of the transfer date.

When leaving the University of Arizona, a PI may have pending proposals that have a chance of being funded. Some sponsors require that the UA relinquish their interest in the proposal, so that if it is funded, the new institution will receive the award. Contact Sponsored Projects Preaward if your sponsor requests a letter relinquishing your proposal to the new institution.

Complete both the letter and the form. Bring it to the Business Office for signature and processing.

If equipment purchased on the grant will also be transferred a separate letter needs to be submitted. This letter needs to be addressed to the Sponsored Projects Property Administrator. Please contact the Business Office Property Coordinator prior to submitting a request. Equipment transfers require the approvals of the Director or Department Dead, Dean, SPS Property Administrator and the Vice President for Research before equipment may be transferred. See FRS Department Manual, Section 15.33.